Administrative Specialist II-Oncology Research Program

Job Summary:
Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports, with minimal direction from senior colleagues. Supports workflow by assisting in the resolution of standard requests and issues from department managers on an ad-hoc basis. Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance. Assists with event execution by arranging small-scale events, with limited guidance and general directions from senior colleagues. Begins to coordinate vendor relations activities by communicating and resolving basic information with vendors regarding member goals or issues, with minimal supervision. Starts to apply data maintenance and management by leveraging department data and documentation retention policies. Essential Responsibilities:

• Pursues effective relationships with others by sharing resources, information, and knowledge with coworkers and members. Listens to, addresses, and seeks performance feedback. Pursues self-development; acknowledges strengths and weaknesses based on career goals and takes appropriate development action to leverage / improve them. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work. Assesses and responds to the needs of others to support a business outcome.
• Completes work assignments by applying up-to-date knowledge in subject area to meet deadlines; follows procedures and policies, and applies data and resources to support projects or initiatives with limited guidance and/or sponsorship. Collaborates with others to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports the completion of priorities, deadlines, and expectations. Identifies and speaks up for ways to address improvement opportunities.
• Assists with information dissemination by: creating integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with guidance from senior colleagues with appropriate judgement and discretion; labeling, sorting, and maintaining the integrity of department files; and utilizing basic software and databases to retrieve required information, with minimal review to write reports.
• Supports the work flow of the department by: assisting in the resolution of standard requests and issues from department managers on an ad-hoc basis; assesses problems or questions to propose resolution, with guidance; operating standard office equipment (e.g., email, fax, xerox); maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escellating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary.
• Assists with event coordination by: coordinating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through powerpoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, weighing alternatives and selecting the best and most appropriate option;
• Assists with event execution by: arranging small-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in department meetings.
• Starts to apply human-resources data maintenance and management by: leveraging department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with minimal guidance from senior colleagues; nd formatting straightforward graphs, spreadsheets, and reports.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Computer Literacy
• Customer Experience
• Data Entry
• Data Integrity
• Interpersonal Skills

Minimum Qualifications:

• High School Diploma or GED, or equivalent OR Minimum one (1) year experience working in a corporate or business office environment.

Preferred Qualifications:

• N/A

Primary Location: California,Vallejo,Vallejo Medical Offices Addition
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri
Working Hours Start: 08:30 AM
Working Hours End: 05:00 PM
Job Schedule: Full-time
Job Type: Standard
Worker Location: Flexible
Employee Status: Regular
Employee Group/Union Affiliation: NUE-NCAL-09|NUE|Non Union Employee
Job Level: Individual Contributor
Department: Oakland Reg - 2000 Broadway - Rsrch-Invstgtr Staffg Mdl Dept - 0201
Pay Range: $36.58 - $47.33 / hour Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.
Travel: Yes, 10 % of the Time
Flexible: Work location is on-site at a KP location, with the flexibility to work from home. Worker location must align with Kaiser Permanente's Authorized States policy. Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.